The Need for a Photocopying Machine in the Firm - Research Proposal Example

Date: Student name: Student number: Tutor name: Tutorial time: Executive summary This report looks at the need for a photocopying machine in the firm. It examines the firm photocopying labor needs and looks at the most economical approach to solve them. The discussion is centered on three singled out types of photocopying machines which are Canon Image class D530 multifunctional copier, Hp Digital copier 610 and Xerox WorkCentre 5225/ 5230 series. The performance of these photocopying machines is analyzed from the firm needs perspective in terms of hardware, software and cost. It’s concluded that the firm requires a good photocopying machine and the best type would be Xerox WorkCentre due to its suitability in multitasking and saving revenue. Table of Contents. 1. Introduction Purpose of the report. Background -photocopying needs of firm. Methodology – Steps used to gather information about the photocopiers. 2. Discussion. 2.1. Three types of photocopying machines analysis. Canon Imageclass D530. Hp Digital Copier Machine. Xerox WorkCentre. 3. Recommendation 4. Conclusion Introduction The purpose of this report is to look at the specifications of a new photocopy that the firm will purchase. The report will give detailed information regarding its hardware, software and its user friendliness. Information regarding its appropriateness in the firm will also be looked into great detail. The firm has of late expanded its accounting operations due to increased demand of its services. This has led to increase in documents which need to be typed and photocopied. There is an also increased advertising activity of the firm which of late is being carried out using posters and leaflets. The company has been outsourcing these services due to its limited capacity in photocopying. At present, the company uses one machine to do all the photocopying work. The main limitation of the current machine is its capacity which can not suffice the need. During last meeting, the firm was planning to market itself in other major cities as a leader in accounting field. One method was through use of print media which makes it sensible to have a high quality photocopying machine to handle this. By using its own machine, the firm will save a lot of revenue which would have been lost by hiring the services of photocopying. An important aspect of today business is to understand the influence that electronic media has on the business firms communication and take advantage (Orlikowski, 2002). Having a photocopier will improve firm efficiency in communication. In order to get the required data about photocopiers, the first step was to look at the firm requirements in photocopying so as to determine the type of copier that is preferable. This was done by doing assessment on estimated number of documents that the firm photocopies within a month. Using this information, it was prudent to look whether it was economical to hire photocopying services or buy our own photocopying machine (Orlikowski, 2002). By liaising with the company account officer, the outcome of analysis showed that the company would save a lot by using their own photocopier. After verifying this, I started checking the photocopier manufacturers’ websites to determine the best model of copier for the firm. The best model was to be determined by its capability to handle the firm photocopying workload at an economical price. Through this it was vital to look at many manufactures photocopiers as well as reviews based on them (Orlikowski, 2002). At the end several companies had been communicated with and enquired more on their photocopiers. Looking at the feedback from other firms regarding the type of photocopier they were using served as a great help in gaining more knowledge on a photocopy machine. Discussion Through research, I identified three types of photocopiers that the firm could utilize in its work. These photocopiers were; Canon Imageclass D530 Multifunctional copier, Hp Digital Copier printer 610 and Xerox WorkCentre 5225/5230 series (Canon 2013). Canon Imageclass D530 is Large is size and cannot be used in desktop. The copier has user friendly panel hence can be easily used in an office setting (Canon 2013). The copier has a keypad in which one can type the number of copies that are needed. The led lighted front panel makes it more comfortable to use due to accessibility which is vital in a busy office setting. The market price for the copier is 499 dollars which is reasonable for the firm (Canon 2013). The D530 series has an automatic paper feeder which enables it to be used at ease. As the main source of document is computers, this copier can be connected through USB to a computer or fed directly. The machine can print at the rate of 16 pages in one minute in a two side’s mode or 26 in single sided mode (Canon 2013). The speed can serve okay for the firm printing need. The quality of copies made by this machine were good as per the firm need but had weakness in photocopying high colored documents. This for the firm would not lead to major problem since most of the firms’ documents have no graphics. The HP Digital Copier Printer is a copier and printer using inkjet printing technology. The printer has a small size which makes it good for firm use due to economies of space. The copier can be placed on the working desk and leave enough space for other work. This copier/printer makes excellent color printing though this is not a major need for the firm. The copy speed is high hence can serve the firm demands. The maximum size that the printer can handle is legal paper size (8.5 in*14 in) which is well above the firm requirement (Hp. 2013). The major problem with this printer was the frequent change of cartridges due to expiring as consumer reviews showed. This copier has a market price of 359 dollars and looking at firm economic capability, the price was okay (Hp. 2013). Xerox WorkCentre 5225/5230 is a multi-functional machine that can copy, print and scan. This machine requires a firm that has a lot of functions as it can hold more than 5,100 papers and heavier weights. This can help the firm do a lot within the shortest time possible (Canon 2013). The copying speed is excellent with 25 papers per minute and can also provide a 40 GB storage space. In terms of efficiency WorkCentre provides automatic document handler with a capacity of 75 sheets (Xerox 2013). This is in line with minimizing wastage of time in the firm. The most important feature offered by the printer is the ability to provide network scanning. This can help in scanning firm documents and sending them online. The WorkCentre has a market price of 529 dollars making it more expensive than the other two (Xerox 2013). But despite the high cost, these printers have capability that is beyond the rest. It can be able to handle large volumes of work without breakdowns hence reliable for a firm. Recommendation According to the research done in this report, the best photocopy to buy is Xerox WorkCentre 5230. This is due to its ability to do multiple tasks with ease as well as handle larger tasks. Despite being cost effective, WorkCentre can handle workload that normal photocopiers cannot. As the firm expands, the workload to be photocopied will increase hence need for a copier that is dependable. Being able to work through network, it offers the firm a lot of benefits as it’s easier to scan and send document that using normal system of passing documents. This method saves time and much needed revenue in the firm. Of all other copiers that I reviewed WorkCentre offered the most viable solution to the firm needs. Conclusion This report has been able to identify the firm need to have a photocopier. The most prospective types of photocopiers have been identified and analyzed according to their specifications. The most importance feature of a photocopier is the number of pages that its able to make in a minute as well as its economic viability. This determines its effectiveness in the desired operation such as firm needs. The firm being faced by a lot of paper work which need photocopying, it has been prudent to determine the method which will not lead to loss of revenue. The method that can save revenue is buying of a better photocopying machine which must be economically viable. References Canon 2013, ImageClass D530 multifunctional copier, viewed August 14th, 2013, from http://www.usa.canon.com/cusa/consumer/products/copiers_fax_machines/multif unction copiers/imageclass d530 Hp. 2013, HP 610Digital copier printer- Recommended supplies, accessories & related products, viewed August 14th2013, from http://h10010.www1.hp.com/wwpc/us/en/sm/WF13a/15179-236255-64397-75104-f11- 72864.html?dnr=1 Orlikowski, J 2002, Genre Systems: Structuring Interactions through communicative norms, Journal of Business Communication, vol. 39, no. 1, 13-35. Xerox 2013, Office equipments/ WorkCentre 5225/5230, Retrieved August 14th, 2013, from http://www.xerox.com/index/enin.html. Read More